Academic/Payroll Personnel Coordinator

ACAD HR ANL 2 (007714)

UCPath Position ID: 40820285

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

908837

Approved Date:

2/17/2026 11:53:06 AM

Date Last Edited:

2/17/2026 11:53:03 AM

Last Action Effective Date:

11/10/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1320D

Division:

L&S HUMANITIES

Department:

069500 - PHILOSOPHY

Position Details

UCPath Position Number:

40820285

Position Description ID

165259

UC Payroll Title:

ACAD HR ANL 2 (007714)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40059361

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40067158

Department Head Payroll Title:

Department Manager

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Manager, manage the administration of all personnel and payroll actions for the Department of Philosophy. The department comprises approximately 30 tenure-track and emeriti faculty, 50 TAs, 4 postdocs, and 35 miscellaneous appointments such as adjuncts, lecturers, visiting professors, section leaders, visiting scholars, visiting researchers, and visiting graduate researchers. Manage all aspects of processing personnel actions for academic, academic apprentice, and staff titles, including new hires, reappointments, merits, promotions, summer ninths, stipends, leaves, sabbaticals, time reporting, and securing visas. Oversee all aspects of the preparation of dossiers for personnel actions to include solicitation of evaluations, preparation of data summary pages, preparation of bibliographies, publication materials, and student evaluations. Coordinate academic search processes for ladder faculty, lecturers, postdoctoral scholars, and all other academic appointments. Act as a point of reference for the Department Manager, Chair, and Faculty on personnel and issues, and provide interpretation and analysis on academic and staff personnel policies. Use OPUS to track faculty actions and UC Recruit to track faculty searches. Serve as primary payroll processor for the department, using the UCPath system to process personnel and payroll actions for all academic and staff employees. Update and maintain academic and staff personnel records, and generate various payroll reports. Serve as the benefits representative for all employees in the department. Serve as a liaison for academic personnel matters with the Dean's Office, UCLA Payroll Office/CRU, UCPath, Division of Graduate Education, Summer Sessions Office, and Office of International Students and Scholars. Provide administrative support to the Chair of the Department of Philosophy, and assist with special projects as requested by management.

Academic Personnel

A1. Oversee the academic personnel process for approximately 100 tenure-track and non-tenured appointments in the Department of Philosophy (E)  A2. Develop and maintain a project management system, with guidelines and checklists, to ensure accuracy, effectiveness, clarity, and adherence to university regulations and protocol. (E)  A3. Keep current academic personnel policies, procedures, and guidelines; advise chair, faculty and manager of important changes. Serve as a resource for specific requirements in The Call, the APM, the Unit 18 contact, the ASE contract, international employment/visa policies, and benefits. Identify actions that deviate from policy, and recommend appropriate alternative solutions. (E)  A4. Invite all eligible faculty (permanent and temporary) both orally and in writing, to apply for re-appointments, merits and promotions. (E)  A5. Review with faculty in individual meetings what their rights are under the current review, deadlines, and what materials they must turn in. Advise faculty on university policy and procedure with reference to the academic personnel process. (E)  A6. Schedule individual meetings between the chair and faculty members who are eligible for a reappointment, merit or promotion to go over materials to be included in their dossier, as needed. Ensure candidate information is provided to the chair. (E)  A7. For hurdle step cases, request from both the candidate and Chair a list of people that could be used for outside evaluations. Prepare a draft of the letter used for soliciting evaluations and present it to the Chair and candidate for review. Distribute redacted letters of evaluation to the candidate as they arrive and non-redacted letters to the committee and Chair. (E)  A8. Generate drafts and compile final documents of review materials for faculty and other academic appointee actions; oversee and maintain electronic voting process, carefully monitor and record results. (E)  A9. Prepare dossiers in required format and submit them to the dean's office to meet College deadlines. Follow up on outstanding cases and inform the department chair, faculty, and manager of progress. In conjunction with the chair, resolve any problems that arise. (E)  A10. Update Interfolio and the OPUS database with faculty and other academic appointee eligibility for merit increases, appraisals, five-year reviews, sabbatical and administrative leaves, and salary histories. Update electronic teaching records. (E)  A11. Develop and maintain complete and accurate departmental academic personnel files, paper and electronic. Maintain records of faculty course loads and course releases. (E)  A12. Manage all temporary and miscellaneous appointments including adjuncts, lecturers, postdoctoral scholars, visiting professors, visiting scholars, section leaders, visiting researchers, and visiting graduate researchers, recalled retirees, etc. Advise chair and manager about appropriate salary levels and titles, and policies procedures governing represented and non-represented appointments. Follow up to ensure timely completion and resolve any issues. (E)  A13. Serve as benefits representative for academic and staff personnel; provide counseling and answer questions concerning university benefit plans, administrative leaves, retirement, etc. Explain and process FML paperwork and disability forms for academic appointments. (E)  A14. Act as evaluations coordinator for the department. (E)  A15. Provide assistance to the Department Chair in writing memorandums, waivers, etc.; create the department's review calendar. (E)

50%

Searches and Hiring

C1. Coordinate Searches for new Faculty, Temporary Faculty, Lecturer, and Postdoctoral Scholar appointments in the Department of Philosophy. (E)  C2. Update UCRecruit to launch search for open positions; create and post advertisement materials; prepare appropriate documentation to substantiate affirmative action compliance as required. Supervise communications with job applicants and ensure applications are complete; collect and compile all application materials, and coordinate faculty online review process. Close out all postings accurately and completely in a timely manner. (E)  C3. Establish initial contact with candidates and provide the necessary visa; schedule job talks for their initial visit to campus. (E)  C4. Prepare confidential materials for the search committee and chair as needed. Oversee voting process. Initiate hiring forms and creation of dossiers. (E)  C5. Verify that all aspects of the search are in conformance with College APO, the Office of Vice Chancellor for Equity, Diversity, and Inclusion, Graduate Division, and union contracts. (E)  C6. In conjunction with the Dashew Center secure the proper visas needed for alien faculty employment. (E). C7. Prepare appointment notification letters for teaching assistants in accordance with ASE contract; on a quarterly basis, prepare and send out supplemental letters for teaching assistants per the contract. (E)  C8. Assist with coordination of the summer sessions hiring. Prepare and distribute Invitation Letters for all instructors and TAs teaching during summer sessions. (E)  C9. Prepare and process hiring paperwork for visiting scholars, postdoctoral scholars, and visiting graduate researchers. (E)  C10. Assist with (1) new and visiting faculty and (2) TA orientation. (E)

20%

Personnel/Payroll Operations

B1. Using UCPath, process hiring, merits, promotions, summer salaries, stipends, faculty sabbaticals, fellowships, leaves, and administrative releases for temporary and permanent faculty. Assure accuracy of information using documentation and coordination with the fund manager. Research discrepancies and resolve payroll issues as necessary (E). B2. Coordinate hiring of adjuncts, lecturers, teaching assistants, summer sessions instructors, visiting professors, postdoctoral scholars, and all other visiting or temporary appointments; process appointments in UCPath. (E)  B3. Using UCPath, payout of any reimbursements linked to graduate and TA-level appointments, such as Child Care reimbursements. (E)  B4. Calculate and process retroactive payments to reflect changes in appointments and salaries. (E)  B5. Process payroll expense transfer as requested by the Department Manager. (E)  B6. Generate statistical and general information for Chair and manager as required, using spreadsheet and database software. (E). B7. Assist manager in tracking 1A/1B/1C sub 0 expenses. Prepare reports and spreadsheets as needed. (M)  B8. Calculate vacation and sick leave balances for staff. Make adjustments in time and pay using UCPath (E)  B9. Process work-study appointments in UCPath. (E)  B10. Serve as a Departmental Time Administrator (DTA) and send all approved timesheets to process late timesheets to UCPath for payroll processing via TRS. (E)  B11. Perform other administrative and clerical duties as assigned by  the Department and the Chair of the Department of Philosophy. (E)  B12. Serve as a backup Departmental Security Administrator (DSA) in the absence of the Department Manager. (E)  B13. Maintain up to date employee hiring and appointment information roster. (E)

30%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area or equivalent experience.

Required

Demonstrated skill in using Microsoft Office products, including Word, Excel, Outlook, and Access and demonstrated working knowledge of Windows Operating System.

Required

Demonstrated knowledge of university online systems: UCPath, Interfolio, OPUS, UC Recruit.

Preferred

Ability to compose, edit, and proofread departmental reports, memos, and correspondence; knowledge of Standard English grammar, punctuation, prose style and correspondence, list and manuscript formats. Ability to communicate clearly, professionally, and effectively.

Required

Skill in reading and interpreting written documents in Standard English text such as university policy and procedures manuals; and understanding the importance and ramifications of such policy changes and updates as they apply to the personnel process.

Required

Skill in analyzing tasks and procedures and making informed recommendations.

Required

Interpersonal skill to establish and maintain cooperative working relationships with faculty, administrators, students and staff; ability to work as a team player.

Required

Skill in dealing with confidential matters with tact and sensitivity, with adequate regard to issues of confidentiality and privacy.

Required

Knowledge of University procedures as they relate to staff and academic personnel and benefits.

Preferred

Demonstrated ability to work independently and follow through on assignments with minimal supervision.

Required

Skill in setting priorities and in time management, and ability to handle frequent interruptions, while completing assignment without errors and in a timely manner. Skill in handling multiple unrelated on-going tasks.

Required

Ability to work accurately with detail and compile information from a variety of sources. Skill in organizing and maintaining efficient and accurate records, files, and systems.

Required

Working knowledge of academic values, priorities, and expectations, familiarity with University culture.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Dodd Hall 300B

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.